JOB DESCRIPTION
Job Number:
PA007
Department:
Education
Section:
Primary Schools
Job Title:
Administrative Assistant
Reports To:
The Headteacher
Main Purpose of Job: Briefly – what is the job there for and why is it being done?
Please attach an organisation chart
to show clearly, the department structure and where the job fits with this.
To provide an efficient and effective administrative support service to ensure compliance with
LEA and School requirements including undertaking data entry/extraction, or other general
administrative duties.
Main Responsibilities and Duties: What needs to be done? – Describe the main
% of Time
responsibilities and duties required of the job. This should include responsibilities for the support or
management of clients, employees, budgets, processes and equipment.
There will be a variety of specified main responsibilities which may include those
below:-
Completes appropriate data input and paperwork on the computerised
system associated with the smooth administration of the school. eg
school transport records, pupils records (SIMS), admissions, personnel,
examination entries, assessment recording and attendance etc.
Creates reports from the above and assists staff and school management
in the interpretation and analysis of the information. Identifies any
changes to improve the process.
Completes various forms, returns, and statistics of routine nature for
submission to LEA, governors and other departments, eg pupil numbers,
staff, salaries, contracts of employment, overtime, etc.
Provides administration support to curriculum areas; this could include
maintenance of pupil listings, typing letters, prospectuses, Link Book
production, Staff Handbooks etc.
Receptionist/telephonist, receiving telephone calls and visitors, and takes
appropriate action.
General office duties eg maintenance of filing system, photo copying,
counting money, collating reports, etc.
Facts and Figures: Give facts and figures that help to give a picture of the job.
This should include any statistics
relevant to the job, for example the number of clients supported, type and value of equipment, resources or premises for which
the job has responsibility, size of budgets controlled or which the job has some impact on and, if appropriate, numbers of staff
managed.
No supervision of staff.
Responsible for the accuracy of the information in the computerised databases.
SUPPORTING PROCESSES
Problem Solving and Creativity: Give examples of the problem solving and creativity involved in the job.
This
should include resolving issues over interruptions to work deadlines, priorities and changing demands. How often do these
issues occur?
Creativity is not an on-going requirement of the job. The resolution of problems will usually
involve applying predefined responses to problems/situations encountered and are largely
regulated by laid down procedures.
The job is normally subject to interruption. A Programme of Tasks describes a collection of
activities forming an identifiable area of work. Interruptions may lead to a subsequent change
of direction. Conflicting priorities/resource needs can be resolved by jobholder but advice is
available from the Headteacher.
Decision Making: Give examples of the types of decisions which the job has responsibilities for making, including where
appropriate those relating to resources, budgets and employees. Show where there is authority of freedom to act and where
there is an impact via recommendations or advice.
There is limited autonomy to make decisions from an established range of alternatives within
clearly defined rules/procedures, with established pre defined options.
The job holder is expected to resolve routine problems, but must seek assistance for anything
unusual or difficult. Decisions have a limited and short-term effect on employees beyond
immediate colleagues or on the public. Effects of decisions would be relatively quickly known
and readily amended if necessary.
Physical Effort and Working Conditions: Give details and the frequency of any special effort needed,
including the prolonged or frequent use of IT equipment and describe any particular working conditions, other than those
encountered in a normal office environment, to which the job holder is subjected e.g. noise, outside working, unpleasant
surroundings.
The post holder has a high level of usage of IT equipment on an on going basis.
Majority of the job holder's work will involve the use of computer systems. However,
keyboard usage will not be particularly high.
Contacts and Relationships: Give details of the range and type of people within the Council or external
organisations and including the recipients of services it is necessary to contact in order to carry out the responsibilities of the job.
What is the range and purpose of the contact e.g. providing information or advice, directing, monitoring, influencing, motivating .
This role involves a variety of contact with children, staff, parents and others, where the job
holder has to be calm, courteous and gives or obtains straightforward information.
Information communicated is generally routine but on occasions outcome is not
straightforward.
Typically, the reason for the contact may involve duties of an advisory nature. The nature of
contact is such that it will have a limited effect on the person, service or organisation
contacted.
Contact will have a limited and transitory effect on the contact with no lasting impact.
Additional Information: Anything else which is relevant to the job which is not adequately covered elsewhere.
Knowledge, Skills and Experience: (To be completed by the Line Manager) The minimum
general education standard, qualifications, training and level of experience required by the job holder to be fully effective in the
job. Note that this information should relate to the requirements of the job and not what may be available from existing job
holders.
The role demands that the post holder has the ability to undertake a range of tasks
involving the application of readily understood rules, procedures or techniques.
Typically the structure of such jobs would require new starters to learn and apply a series
of procedural rules that govern the operation of the post.
The role demands that the post holder possesses a comparatively basic level of
knowledge and skills in their area of activity.
Knowledge and skills of sufficient depth to operate simple procedures or methods.
Agreed that the Job Description is a fair and accurate statement of the requirements of the
job:
Job Holder: ………………………………………………………….
Date: …………………
Line Manager: ………………………………………………………
Date: …………………
Designated Senior Manager: ……………………………………..
September 2010
Date: …………………